Village Coordinator

Description

Coordinator-level role responsible for overseeing the Village Expo across the IRONMAN and Rock ‘n’ Roll Running Series for North America. Village Expo Coordination - The team works closely with several internal departments to coordinate the overall event, the Village Expo layout, and the experience, ensuring each asset is placed in the most advantageous location. 

Requirements

•  Oversee the planning and execution of the village within the designated event “series.” This will include close collaboration with the Race Director, venue, service providers, internal departments, & official partners, and vendors. Travel is required for certain prioritized events in the series. Ensure all deliverables are confirmed and provided for on-site needs within the village expo to create the ideal look and feel of the event. (power, tables, chairs, etc). 
• Work closely with the Athlete Services, Marketing, and Merchandise Teams to coordinate the overall layout and placement of each entity, ensuring each is placed in the most advantageous locations.
• Coordinate with the Race Director and appropriate operations team members to ensure external vendors have the correct information for tent sizes and layout, electricity needs, partner needs, logistics needs, and security timelines.
• Ensure the team is communicating appropriate guidelines and instructions to each expo partner and vendor leading into the event. Field any expo inquiries appropriately and on time. 
• Work closely with the activation team to ensure the proper layout of internal booths, including merchandise, registration, marketing, and athlete briefing locations and expo flow. 
• Research additional events within the industry to learn best practices for the further development and enhancement of the current event experience. 
• Emphasis on creating a big focus on the Athlete Experience for all athletes and spectators attending the event. Position will collaborate closely with the ‘experiential team’ to bring to life various activations. 
• Coordinate and execute the plan for appropriate village expo enhancements, including: food, water, tables, chairs, and shade for athletes and spectators. 
• Oversee and manage the inventory across event trailers. Collaborate with the Activations, Partner Services, and Operations team on the appropriate plans, approvals, and production for on-site elements.
• Develop and execute a robust expo stage programming schedule at all events. This includes (but is not limited to): Race Director overview, Course Clinics, Nutrition discussions, local officials, tourism partners, and race officials. 
• Function as the on-site point of contact for all expo vendors throughout the duration of the event. 
• Ensure partner and vendor products are delivered to the appropriate location on the front end of the event and are properly prepared for pick up after the event. 
• Distribute wayfinding signage throughout the venue onsite at the event.
• Close management of department budgets. This includes expenses across all events and overseeing the company-wide capital expenditure budget. 

Minimum Required Skills / Competencies:

• Able to work a flexible schedule to include weekends and holidays.
• Must be able to travel (domestic & international) on an as-needed basis. Expectations should be (10-15) weeklong trips per year. 
• Able to lift 25lbs – 50lbs.
• Able to walk/stand on feet for long periods of time. 
• Excellent organizational, leadership, and interpersonal communication.
• Clear and conceptual thinking ability.
• Excellent judgment and discretion; ability to handle multiple priorities simultaneously, meet deadlines, and handle work-related stress is required.
• Friendly, courteous, service-oriented, professional, outgoing, and customer service-oriented.
• Remain calm and professional in stressful situations.
• Detail-oriented and work effectively under pressure while meeting all applicable deadlines.
• Must be able to work independently and productively with minimum supervision.
• Recognize problems, identify possible causes, and resolve routine problems. 
• Ability to establish and maintain a professional atmosphere for employees, clients, and customers. Establish and maintain a consistent and positive corporate image.

Education & Experience:

• Bachelor's degree (B.A.) from a four-year college or university; or five to seven years related experience and/or training; or equivalent combination of education and experience in Event Operations, Marketing, or Business/Management related.
• Willingness and ability to travel to selected events and be able to work a flexible schedule, including weekends and holidays as required.

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job and are a reasonable representation of its activities.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.